Outlook Web Access - Staff Intranetstaff.napier.ac.uk/services/cit/Documents/Email/STAFF OWA User Guide.pdf · 2.2.2 The Outlook Web Access Bar The Outlook Web Access bar is accessible

Produced by C&IT Services

Outlook Web Access

User Guide for Staff

C&IT Services Page 2 19/08/2009 OWA User Guide For Staff

TABLE OF CONTENTS TABLE OF CONTENTS ................................................................................... 2 1.0 INTRODUCTION ................................................................................... 5

1.1 EXCHANGE 2007 UPGRADE – IMPROVEMENTS TO OWA .......... 5 2.0 GETTING STARTED ............................................................................. 6

2.1 LOGGING IN TO YOUR EMAIL ACCOUNT OVER THE WEB ......... 6 2.2 INTRODUCTION TO YOUR INBOX .................................................. 7

2.2.1 The Email Navigation Pane ........................................................ 7 2.2.2 The Outlook Web Access Bar..................................................... 8 2.2.3 The Inbox Toolbar ...................................................................... 8

3.0 CREATING AND SENDING NEW MESSAGES.................................. 10 3.1 CREATING A NEW MESSAGE ....................................................... 10 3.2 ADDRESSING THE MESSAGE ...................................................... 10

3.2.1 Addressing the Message by Typing In the Name ..................... 11 3.2.2 Addressing the Message Using the Address Book ................... 11

3.3 ADDING THE SUBJECT AND TEXT TO THE MESSAGE .............. 13 3.4 FORMATTING THE MESSAGE ...................................................... 13 3.5 ATTACHING A FILE TO THE MESSAGE ....................................... 14 3.6 SAVING A MESSAGE TO SEND LATER ........................................ 15 3.7 SETTING THE IMPORTANCE OF A MESSAGE ............................ 15 3.8 INSERTING A SIGNATURE ............................................................ 16 3.9 CHECKING THE SPELLING ........................................................... 17 3.10 TRACKING OPTIONS ..................................................................... 19 3.11 SENDING THE MESSAGE ............................................................. 20

4.0 RECEIVING AND MANAGING MESSAGES ...................................... 21 4.1 RECEIVING NEW MAIL .................................................................. 21 4.2 MESSAGE ICONS ........................................................................... 21 4.3 OPENING MESSAGES ................................................................... 22 4.4 REPLYING TO MESSAGES ........................................................... 23 4.5 FORWARDING MESSAGES ........................................................... 23 4.6 MARKING MESSAGES AS UNREAD ............................................. 24 4.7 DELETING MESSAGES .................................................................. 24 4.8 MESSAGE FLAGGING ................................................................... 24 4.9 MESSAGE CATEGORIES .............................................................. 26 4.10 PRINTING MESSAGES .................................................................. 29 4.11 SEARCHING FOR A MESSAGE ..................................................... 29 4.12 DEALING WITH JUNK EMAILS ...................................................... 30 4.13 PROTECTING YOUR PRIVACY ..................................................... 31

5.0 VIEWING YOUR MESSAGES ............................................................ 32 5.1 READING PANE.............................................................................. 32 5.2 MESSAGE VIEWS .......................................................................... 33

6.0 WORKING WITH FOLDERS ............................................................... 33 6.1 CREATING A NEW FOLDER .......................................................... 33 6.2 MOVING MESSAGES BETWEEN FOLDERS................................. 34 6.3 DELETING A FOLDER .................................................................... 34

7.0 YOUR CONTACTS ............................................................................. 35 7.1 ADDING A CONTACT ..................................................................... 35 7.2 EDITING A CONTACT .................................................................... 36 7.3 DELETING A CONTACT ................................................................. 36


7.4 VIEWING YOUR CONTACTS ......................................................... 36 7.5 SORTING YOUR CONTACTS ........................................................ 36 7.6 SEARCHING FOR A CONTACT ..................................................... 37 7.7 EMAILING A CONTACT .................................................................. 38

8.0 YOUR CALENDAR ............................................................................. 38 8.1 OWA CALENDAR BASICS ............................................................. 38

8.1.1 Opening Your Calendar ............................................................ 38 8.1.2 The Calendar Toolbar ............................................................... 39 8.1.3 The Calendar Navigation Pane................................................. 40

8.2 VIEWING YOUR CALENDAR ......................................................... 40 8.3 MAKING A NEW APPOINTMENT ................................................... 41

8.3.1 Attaching a File to Your Appointment ....................................... 42 8.3.2 Setting the Importance of Your Appointment ............................ 43 8.3.3 Set a Recurrence for Your Appointment ................................... 44 8.3.4 Invite Others to Your Appointment ............................................ 44 8.3.5 Printing Your Appointment ........................................................ 45

8.4 MODIFYING AN EXISTING APPOINTMENT .................................. 45 8.4.1 Modifying an Appointment ........................................................ 45 8.4.2 Cancelling an Appointment ....................................................... 45 8.4.3 Changing a Recurrence ............................................................ 46

8.5 SCHEDULING A MEETING ............................................................ 46 8.6 MODIFYING AN EXISTING MEETING ........................................... 51

8.6.1 Rescheduling a Meeting ........................................................... 51 8.6.2 Cancelling a Meeting ................................................................ 51 8.6.3 Changing a Recurrence ............................................................ 51

8.7 RECEIVING A MEETING REQUEST .............................................. 52 8.8 CALENDAR REMINDERS ............................................................... 54

8.8.1 Activating Your Reminders Option ............................................ 54 8.8.2 Setting a Reminder to Snooze .................................................. 55 8.8.3 Dismissing a Reminder ............................................................. 55

9.0 YOUR TASKS ..................................................................................... 56 9.1 TASKS BASICS ............................................................................... 56

9.1.1 Opening Your Tasks ................................................................. 56 9.1.2 The Tasks Toolbar .................................................................... 57 9.1.3 The Task Navigation Pane ....................................................... 57

9.2 VIEWING YOUR TASKS ................................................................. 57 9.3 CREATING A TASK ........................................................................ 58 9.4 MODIFY AN EXISTING TASK ......................................................... 59 9.5 MARKING A TASK AS COMPLETE ................................................ 59 9.6 TASK REMINDERS ......................................................................... 60

9.6.1 Activating Your Reminders Option ............................................ 60 9.6.2 Setting a Reminder to Snooze .................................................. 61 9.6.3 Dismissing a Reminder ............................................................. 61

9.7 DELETING A TASK ......................................................................... 61 10.0 USING THE OUT OF OFFICE ASSISTANT ....................................... 62 11.0 RULES ................................................................................................ 65

11.1 CREATING A NEW RULE ............................................................... 65 11.2 CHANGING AN EXISTING RULE ................................................... 69 11.3 REORDERING YOUR RULES ........................................................ 70 11.4 DELETING A RULE ......................................................................... 70


12.0 EMAIL ACCOUNT MANAGEMENT .................................................... 71 12.1 CHECKING THE SIZE OF YOUR EMAIL ACCOUNT ..................... 71 12.2 EMPTYING YOUR DELETED ITEMS FOLDER .............................. 71 12.3 RECOVERING DELETED ITEMS ................................................... 73 12.4 DEALING WITH JUNK EMAILS ...................................................... 74

13.0 LOGGING OUT OF OWA ................................................................... 77 14.0 GETTING HELP .................................................................................. 78

14.1 GETTING HELP WITHIN OUTLOOK WEB ACCESS ..................... 78 14.2 ADDITIONAL HELP AND INFORMATION ...................................... 79


1.0 INTRODUCTION The email account supplied to staff at Edinburgh Napier University is Outlook. You most likely use the Outlook client to access your email account from your office however you can also access your email account via the web. Outlook Web Access allows you to log in to your account from anywhere globally that has Internet access enabling you to work from an alternative campus or from any external location such as your home PC. This guide offers full instructions on how to access and use your email account via the web interface. It also contains details of where you can find further help and information.

1.1 EXCHANGE 2007 UPGRADE – IMPROVEMENTS TO OWA

Those of you who used the previous version of OWA will find the transition to the new service straightforward as it has a similar look and feel to its predecessor but with added functionality. The main differences are listed below:

Increased Address Book functionality with the added benefit of being able to view all Address Lists

Improved Search capability and the ability to search entire mailbox with minimal effort

Calendar Scheduling Assistant allowing easier viewing of free/busy time in others’ schedules

Better Contact Management

Improved functionality and added features within Calendar and Tasks

Better support for non-Internet Explorer users using the OWA Light option

Increased flexibility when creating Out of Office messages with the ability to create separate internal and external messages

Access to your home directory and staff intranet documents from within OWA

Ability to view mailbox size within OWA

The ability to manage Mobile Devices from within OWA.


2.0 GETTING STARTED

2.1 LOGGING IN TO YOUR EMAIL ACCOUNT OVER THE WEB

To start using the email system via the web:

Click on Start.

Select Internet Explorer:

In the address bar type the following web address:

http://owa2003.napier.ac.uk/exchange

You will then be prompted to enter your user name (login ID) and password:

Click Log On. You should now be in your inbox.

Enter your login ID here.

Enter your password here.

OWA Light Option: The OWA Light Option provides an interface

with fewer features. It enables non-Internet Explorer users to access OWA and is also useful for use with a slow connection. OWA Light addresses accessibility requirements and is optimised for users with low vision. Open with OWA Light by clicking on the checkbox to the left of Use

Outlook Web Access Light on the logon page.

http://owa2003.napier.ac.uk/exchange


2.2 INTRODUCTION TO YOUR INBOX

Once you have successfully logged in to your email account, you will be presented with the following screen:

2.2.1 The Email Navigation Pane

Reading Pane.

Navigation Pane.

List of your email messages (currently displayed in 2 line view).

The Inbox Toolbar.

This section lists all email folders

including all the folders you have created as well as the standard folders e.g. Calendar and Tasks.

This section is made up of buttons which allow you to quickly access your Inbox, Calendar, Contacts and so forth.

Search for a

message

The Outlook Web Access Bar

Note: Navigation Pane and Inbox Toolbar change as you switch between your

Inbox, Calendar, Contacts and Tasks.


2.2.2 The Outlook Web Access Bar

The Outlook Web Access bar is accessible from anywhere within OWA. It gives the following functionality:

Click on the Address Book icon to open the Address Book.

Use the Find Someone box to quickly search the Global Address Book no matter where you are within OWA. Start to type the name of the person you want to find and a list of possible matches will appear. Click on the relevant person and their contact details and scheduling information will open.

Click on the Options button to display a list of options relevant to the folder you are in e.g. if you press Options when in an email folder you will get a list of Email and Message options.

Click to log off.

2.2.3 The Inbox Toolbar

The Inbox, Calendar, Contacts and other folders all have specific toolbars which allow you to carry out functions based on that particular folder. The toolbar displayed below will be visible when you are in your Inbox and other email folders:

Warning: You must remember to log out of your

email account to prevent other users from accessing your mail and potentially abusing your account.


Indicates how many messages are in the

current folder.

Click New to create a new message. Alternatively click on the drop down arrow to display other new item options e.g. Appointment, contact etc.

Click to show or hide your reading pane. For further information refer to section 5.1.

Click to toggle between single or multiple line view. For further information refer to section 5.2.

Delete selected message(s).

Check for new messages.

Reply to sender of message.

Reply to all recipients of message.

Forward message to a recipient or

recipients.

Enter a search term to search the current Email folder. For further information refer to section 4.11.


3.0 CREATING AND SENDING NEW MESSAGES

3.1 CREATING A NEW MESSAGE

To create a new message:

Click on the New button on the Inbox toolbar:

OR

Click on the arrow to the right of the New button.

Select Message from the drop down menu, the following

dialogue box will appear:

3.2 ADDRESSING THE MESSAGE

The following addressing options are available: To: Sends the message to the selected recipient. CC: Sends a Carbon Copy of the message to the selected recipient. BCC: Sends a Blind Carbon Copy of the message to the selected

recipient. The recipients name will not be visible to other recipients of the message.

Tip: If you wish to include a recipient in the BCC field and the field is not

visible: click Options, tick the checkbox next to Show BCC and click OK.


3.2.1 Addressing the Message by Typing In the Name

If you are sure of the recipient’s full name:

Type the name in the To, CC or BCC sections of the new message. You can type the name in any format as long as you include the first name and the surname.

If you start typing the name of a recipient you have emailed in the past a list of possible name matches will

appear, click on the name of the correct recipient.

OR

If the correct name does not appear click on the Check Names button:

A list of possible matches from the Global Address List will appear, click on the name of the correct recipient.

3.2.2 Addressing the Message Using the Address Book

There are 2 separate address lists contained within your address book: Global Address List: A directory containing the email address

of all staff and students including any University mailing lists. Contacts: A list of your personal contacts. To find out more

about Contacts, refer to section 7.0.

To address the message using the Address Book:

From within a message click on the To, CC or BCC buttons as required. The Address Book will open and look similar to the following.


In the left hand column click on the relevant address list

e.g. Global Address List or Contacts.

In the search field at the top of the Address Book enter the name, part of the name or the matriculation number of your first recipient and click on the Search icon:

A list of matching names will appear.

Double click on the name of the correct recipient to add them to the To, CC or BCC fields as required.

OR

Highlight the name of the correct recipient and click on the To, CC or BCC buttons as appropriate.

Repeat the process until you have entered the name(s)

of all recipients.

Click OK.

Enter the recipient’s name or matriculation number

Click on the Search icon

Tip: You can type the name in any format: [surname, forename];

[forename, surname]. If you only type the surname or the forename then it will bring up a list of people with matching surnames/forenames

Tip: If the name or matriculation number cannot be found in the

address book then the text “No items found” will be displayed in the dialog box. In this situation you should check the spelling or numbers and try again. You could also try searching using a different field e.g. first name only.


3.3 ADDING THE SUBJECT AND TEXT TO THE MESSAGE

Type a suitable subject in the Subject field.

Add any required text into the body of the message.

3.4 FORMATTING THE MESSAGE

Once the text has been added to the body of the message you may wish to change the font and the formatting of the message. The formatting toolbar allows you to make various changes:

To change the format of text within a message:

Highlight the text to be changed.

Click on the relevant formatting options on the Formatting

Toolbar.

You can also set the font you use for new, replied to and forwarded messages so that the same font will always be used.

Change the font by selecting a font name from the drop down

menu.

Change the font size by selecting a size from the drop

down menu.

Change the font colour using a colour selection

palette.

B – Emboldens

I – Italicises U - Underlines

Create a Bulleted

list.

Create a Numbered

list.

Increase/ decrease

indent.

Click on the chevrons to display further formatting

options.

Best Practices Tip: Some people are tempted to leave the subject

field blank however it is good email etiquette to add a subject so that the recipient can quickly tell what the message is about.

Best Practices Tip: The standard University font is Arial 12pt. We recommend you always use this font.


To set the font:

Click Options on the Outlook Web Access Bar:

Scroll down until you reach Message Format. If you cannot see

the Message Format option, select Messaging from the Navigation Pane.

Select the relevant formatting options.

Click Save:

3.5 ATTACHING A FILE TO THE MESSAGE

To attach a file to your message:

With the message open, click on the Add Attachment button:

Change the font by selecting a font name from the drop down menu.

Change the font size by selecting a

size from the drop down menu.

Change the font colour using a colour selection

palette.

B – Emboldens I – Italicises

U - Underlines

Remember: The standard University font is Arial 12pt. We

recommend you always use this font.


The following dialog box will appear:

Click Browse.

Navigate to the location of the file by clicking on the drop down menu to the right of the Look In field, select the required drive and open the required folder by double clicking.

Click once to highlight the required file.

Click Open. The full pathname of the file will now be visible in the box to the left of the Browse button.

Click Attach.

Repeat the process until you have attached all of the

necessary files.

The attached file name will now be visible at the top of the message to the right of the Attach… button.

3.6 SAVING A MESSAGE TO SEND LATER

To save a message to send later:

When your message is open, click on the Save icon:

The message will be saved to your Drafts folder.

3.7 SETTING THE IMPORTANCE OF A MESSAGE

You can alert the recipient of the importance of a message. The message will appear on the recipient’s computer with an additional icon denoting high or low importance.

If the message is of high importance:

When your message is open, select the High Importance icon:


OR

When your message is open, select Options.

Select High from the Importance drop down menu.

Click OK.

If the message is of low importance:

When your message is open, select the Low Importance icon:

OR

When your message is open, select Options.

Select Low from the Importance drop down menu.

Click OK.

3.8 INSERTING A SIGNATURE

You can either automatically insert a signature in every single outgoing message alternatively you can manually insert a signature as and when it is required. Before inserting a signature you need to create it. To create a signature:


Scroll down until you reach Email Signature.


If you cannot see the Email Signature option, select Messaging from the Navigation Pane.

Enter your signature text as required.

Use the formatting options to customise your signature.

If you want your signature to appear on all outgoing messages check the box to the right of "Automatically include my signature on outgoing messages".

Once you have entered your signature click Save:

If you chose not to include your signature on all outgoing messages and you wish to include your signature on a particular message:

Insert the signature as and when it is required by clicking on the Insert Signature icon when in a new message:

3.9 CHECKING THE SPELLING

You can check the spelling in your messages.

Enter your signature text

here

Use the formatting options to customise

your signature Check the automatically include my signature box if required

Tip: Be aware that the spell checker does not check the subject line of

your message – remember to check this yourself!


To check your spelling:

When your message is open, click on the Spelling icon:

If no spelling mistakes were found the following message would

appear along the top of your email message:

If unrecognised words or spelling errors were found a red line would appear under the word:

To correct the spelling:

Right click on the word to view a list of suggestions:

Click on a suggestion to replace the misspelled word.


You can automatically check the spelling of every message and access other spelling options. To do this:


Select Spelling from the Options Navigation Pane:

The following screen will appear:

Select the required options and click Save.

3.10 TRACKING OPTIONS

You can use the Tracking options to request an automated notification message informing you if your message has been

delivered or opened.

Tip: Be aware when emailing external addresses that the recipient’s

system may not be configured to send you a tracking notification message so they may have read your message even if you have not received a

notification.


To set tracking on your message:

With your message open select Options:

The Message Options dialog box will appear:

In the Tracking options section, click in the checkbox next to the required Option, you can request both if desired.

Click OK.

3.11 SENDING THE MESSAGE

To send the message:

Click on the Send button:


4.0 RECEIVING AND MANAGING MESSAGES

4.1 RECEIVING NEW MAIL

When you receive a new message a New Mail icon will appear on the top right of your screen along with the sender name and message title:

4.2 MESSAGE ICONS

Messages within your inbox are displayed with various icons

allowing you to quickly view their status:

Unread message.

Read message.

Notification of a delivered message. You will only get a notification if you’ve requested a delivery receipt. For further information refer to section 3.10.

Notification of a read message. You will only get a notification if you’ve requested a read receipt. For further information refer to section 3.10.

Notification that a message was not read. You will only get a notification if you’ve requested a read receipt. For further information refer to section 3.10.

High importance message.

Low importance message.

Message containing one or more attachment(s).

Tip: If you do not receive a message notification the message notification

feature may be switched off. To switch on the Message Notification feature click Options from the Outlook Web Access Bar, select Messaging from the Navigation Pane and check the “Display notification when new e-mail items arrive” checkbox.

New mail icon will appear with

message extract


Once you have actioned a message other icons will be displayed:

Message you have replied to.

Message which has been forwarded.

Unflagged message.

Flagged message.

Previously flagged message which is now complete.

Uncategorised message.

Categorised message. For further information about message flagging please refer to section 4.8. For further information about message categories please refer to section 4.9. 4.3 OPENING MESSAGES

To preview a message:

If you have the Reading Pane open, click once anywhere on the message. For further information on the reading pane refer to section 5.1.

To open a message:

Double click on the message. A new window will open

displaying the full message.


4.4 REPLYING TO MESSAGES

You can reply to messages that are open, you can also reply to messages listed in your email folder without opening them first. To reply to a message:

Click on the Reply button:

Please note: If you are replying to an unopened message listed in an email folder you must highlight the message first.

A new message box will appear with the recipient’s name

already visible within the "To:" field.

Type your reply.

Click Send.

To reply to all recipients of a message follow the above procedure but click on the Reply to All button:

4.5 FORWARDING MESSAGES

You can forward messages that are open, you can also forward messages listed in your email folder without opening them first. To forward a message:

Click on the Forward button:

Please note: If you are forwarding an unopened message listed

in an email folder you must highlight the message first.

Enter the recipient’s address, for further information on addressing please refer to section 3.2.

Type your forwarding message if required.

Press Send.


4.6 MARKING MESSAGES AS UNREAD

To mark a message as unread:

Right click on the message you wish to mark as unread.

Select Mark As Unread. The message will be emboldened and

will take on the appearance of an unread message.

4.7 DELETING MESSAGES

You can delete messages that are open; you can also delete messages listed in your email folder without opening them first. To delete a message:

Click on the delete icon:

Please note: If you are deleting an unopened message listed in an email folder you must highlight the message first. The message will be moved to the deleted items folder. For further information on emptying the deleted items folder refer to section 12.2.

4.8 MESSAGE FLAGGING

Within Outlook Web Access you can flag messages requiring further action. The message flag column appears to the right of the message list:

Message Flag

column

Unflagged message

Flagged message

Complete message


To flag a message:

Within the Inbox or other email folder click on the flag next to the required message. The flag turns red.

To mark a flag as complete:

Click on the flag on the flagged message. The flag icon

becomes a tick icon.

To clear a flag:

Right click on the required flag.

Select Clear Flag from the list of options.

To set a date and reminder:

Right click on the required message flag.

Select Set Date and Reminder. The following dialog box

will appear:

Use the drop down date selectors to enter the start and due dates as required.

If you wish to receive a pop up reminder, click on the Reminder checkbox and use the drop down date and time selectors to enter the date and time of your reminders.

Click OK.


4.9 MESSAGE CATEGORIES

New to OWA 2007 Categories help you to organise items in your mailbox by allowing you to assign specific colours to individual items. You can assign up to 3 categories to any item. Categories can be assigned to Contacts, Calendar Items and Tasks as well as Messages. The Category icon is located under the flag icon to the right of the message list:

To add a Category to a message:

On the message that you wish to categorise click on the Category box:

OR

Open the message you wish to categorise and click on the Categories icon:

The Category pop up box will appear:

An item assigned with 3 categories

An item with no categories assigned to it

An item with one category assigned to it

The Category box


Click on the checkbox to the left of the category you wish to assign to the item. Repeat until you have assigned all relevant categories.

Click away from the Category pop up box to save your changes.

To remove a Category:

On the message you wish to remove the Category from click on the Category box:

OR



Select Clear Categories.

You can create new categories, assign different colours to categories and assign specific names to each category:

On the message you wish to amend the Category from click on the Category box:

OR

The Category box

The Category box




Click Manage Categories. The Manage Categories pop up box

will appear:

Select the Category you wish to amend.

Click on Create New Category, Change Category Color or Delete Category as appropriate.

Click OK once you have made your changes.


4.10 PRINTING MESSAGES

To print a message:

Open the message.

Click on the Print icon:

The Print dialog box will open:

Once you have made your selections click Print.

4.11 SEARCHING FOR A MESSAGE

To search for a message:

Open the folder you wish to search.

Click on the Search field on the toolbar:

Enter a search term which could be words from the subject and/or text of the message or a sender’s name.

Click on the drop down menu to specify the search location:

Select the printer

here.

Specify the pages to be

printed here.

Specify the number

of copies here.

Click here to access the printer preferences.


To view the advanced search options click on the chevrons

to the right of the Search field:


When you are ready to search either press the return key or click on the magnifying glass icon:

The items meeting your search criteria will be displayed.

Double click on the relevant item to open it.

4.12 DEALING WITH JUNK EMAILS

If you regularly receive unwanted or unsolicited email messages you may wish to use the Junk E-mail Prevention facility. For further

information refer to section12.4. Please Note: Edinburgh Napier University uses an automated email protection system to scan incoming email messages for viruses. You can find out more by visiting the Virus Protection and Downloads section of the C&IT Services Staff Intranet pages.


4.13 PROTECTING YOUR PRIVACY Some senders may request a read receipt from you so they know when their message has been read. You can choose whether or not to send a read receipt:


If the Messaging options are not already available select Messaging from the Options Navigation Pane:

Scroll down until you reach Message Tracking Options:

Click on the radio button next to the relevant option and click Save.


5.0 VIEWING YOUR MESSAGES

5.1 READING PANE

The Reading Pane allows you to view a preview of the highlighted message. Usually as a default the Reading Pane is displayed in the right hand column however you can change the settings to display the Reading Pane at the bottom of the screen or switch it off altogether.

To change the Reading Pane display settings:

Click on the Show/Hide reading pane button on the Inbox

toolbar:

Select the required option from the drop down menu:

You can also alter the settings so that the messages viewed in the Reading Pane appear as read or unread depending on your preference:


Scroll down until you reach the Reading Pane Options section:

Select your preferred option.

Click Save:


5.2 MESSAGE VIEWS

You can change the way you view your list of messages. The options available to you are:

Single Line – Displays the information on 1 line. Multiple Lines – The message information is displayed on 2 lines

allowing more room to display information about each message. This option is particularly useful when used with the Reading Pane.

To change your message view:

On the Inbox and other email folder Toolbar click on the following button to toggle between Single and Multiple Line views:

6.0 WORKING WITH FOLDERS

6.1 CREATING A NEW FOLDER

To create a new folder:

In the Navigation Pane right click on the folder which the new subfolder is to be created in e.g. Inbox. The following drop

down menu will appear:

Select Create New Folder.

Enter a folder name in the space provided and press the Enter/Return key on the keyboard:


6.2 MOVING MESSAGES BETWEEN FOLDERS

To move a message from one folder (e.g. the inbox) to another:

Highlight the message to be moved.

Click and drag the message and drop it in the destination

folder in the Navigation Pane.

6.3 DELETING A FOLDER

To delete a folder:

In the Navigation Pane right click on the folder to be deleted.

Select Delete from the drop down menu:

The folder will be deleted.


7.0 YOUR CONTACTS The Contacts folder allows you to store details of your own personal or business Contacts. As well as storing their email address you can store

their company details, personal address, website address and any other information about the contact.

7.1 ADDING A CONTACT

To add a contact:

In the Navigation Pane click on Contacts.

Click on the New contact icon:

The new contact screen will appear:

Complete the details as required. Please note: you do not need to populate all the fields.

Click Save and Close. You will be returned to your Contacts

folder with the new Contact listed.


7.2 EDITING A CONTACT

To edit a Contact:

Double click to open the Contact that you wish to edit.

Make the required changes.

Click Save and Close. The changes will be saved.

7.3 DELETING A CONTACT

To delete a Contact:

Highlight the Contact you wish to delete.

Click the delete button:

OR

Hit the delete key on your keyboard.

7.4 VIEWING YOUR CONTACTS

To view your Contacts:

Click Contacts on the Navigation pane.

If you have your Reading Pane open click once on the contact you wish to view, the details will be displayed in the

Reading Pane.

OR

If you do not have your Reading Pane open double click on the Contact you wish to view. Their details will be displayed on the screen.

7.5 SORTING YOUR CONTACTS

To sort your contacts:

From within the Contacts folder click on the category to the right of Arrange by: (in the example below this is First name) and click on the category you wish to sort by:


7.6 SEARCHING FOR A CONTACT

To search for a Contact:

Click on the Search field on the Contacts toolbar:

Enter all or part of the Contact’s name.

Click on the drop down menu to specify the search location:

When you are ready to search either press the return key or click on the magnifying glass icon:

The Contacts meeting your search criteria will be displayed.

Double click on the relevant Contact to open it.


7.7 EMAILING A CONTACT

To email a Contact:

From within your Contacts folder double click on the Contact

that you wish to email.

Click on the New Message To Contact icon:

The New Message dialog box will open with the Contact’s

email address already entered into the "To:" field.

Please Note: You can also address a message to a Contact from within the new message screen. For further information refer to section 3.2.

8.0 YOUR CALENDAR The Calendar features within Outlook can be utilised as a valuable organisational and time management tool. You can use the Calendar to schedule meetings and to keep track of your personal appointments. Reminders can be set so deadlines are met and you can attach files to meeting requests so work can easily be shared.

8.1 OWA CALENDAR BASICS

8.1.1 Opening Your Calendar

To open your Calendar:

Click Calendar in the Navigation Pane:


The calendar will open and look similar to the following:

8.1.2 The Calendar Toolbar

The toolbar displayed below is visible when you are in your Calendar

The Calendar

Toolbar.

The Calendar Navigation

Pane. Scheduled appointments and meetings are displayed in this

section.

New Calendar Item

Delete

Go to Today

Switch to Daily

view

Switch to Weekly view – this display

the full week

Switch to Monthly

view

Check for new messages

Help

The Outlook Web Access Bar

Meeting example

Preview Pane

Switch to Work Week view – this displays the work week (which can be customised)

Show/hide

Reading Pane


8.1.3 The Calendar Navigation Pane

The Calendar Navigation Pane is visible when you are in the Calendar:

8.2 VIEWING YOUR CALENDAR

Viewing your scheduled appointments:

You can customise how many days are visible at one time.

Displays all scheduled appointments and meetings for the current day.

Displays all scheduled appointments and meetings for the current work week.

Use this section to navigate

calendar dates

Create new Calendars or navigate between

Calendars here

Use this section to navigate between the OWA

components

Tip: You can customise your Work Week within Calendar

Options by clicking on Options from the Outlook Web Access Bar and selecting Calendar Options from the

Navigation Pane.


Displays all scheduled appointments and meetings for the current week.

Displays all scheduled appointments and meetings for the current month.

8.3 MAKING A NEW APPOINTMENT

An appointment refers to an engagement that only you will attend, this is different to a meeting, which involves others. To create an appointment:

Click on the New button on the Calendar toolbar:

OR


Select Appointment from the drop down menu. The new

appointment screen will appear:

Enter the relevant fields as required:

Note: You can change the day, week or month that you view by

clicking a date on the Date Navigator then reselecting the week or month view if required.


Change the formatting if required.

Click Save and Close.

8.3.1 Attaching a File to Your Appointment

To attach a file to your appointment:

Click on the Add Attachment icon:

The following dialog box will appear:


Enter the Subject and

Location

Enter the Start Time and End Time using the drop down lists

If you wish to receive a reminder tick the Reminder checkbox and select a timescale from the drop

down list.

In the Show time as drop down

list select how you wish your time to appear during the appointment. The options are Busy, Free, Tentative and Out Of Office. This is useful for others who are viewing your Calendar.

Type any additional information in the message body.


Click Browse.

Navigate to the location of the file by clicking on the drop down menu to the right of the Look In field, select

the required drive and open the required folder by double clicking.

Click once to highlight the required file.

Click Open. The full pathname of the file will now be

visible in the box to the left of the Browse button.

If you wish to add more files to your appointment click Choose more files.

Repeat the process until you have attached all of the

necessary files.

Click Attach. Your files will be uploaded.

The attached file name(s) will now be visible at the top of the

appointment to the right of the Attach button. 8.3.2 Setting the Importance of Your Appointment

If the appointment is of high importance:

Select the High Importance icon:

Click Save and Close to close the appointment.

If the message is of low importance:

Select the Low Importance icon:



8.3.3 Set a Recurrence for Your Appointment

If your appointment occurs on a regular basis you can set the item as recurring to save you from having to re-enter the information every time the appointment takes place. To set a recurrence:

When your appointment is open, click on the Recurrence

icon:

The Recurrence dialog box will open:

Once you have made your selections click OK.


8.3.4 Invite Others to Your Appointment

If decide to invite attendees to your appointment then it becomes a meeting. Refer to section 8.5 for more information

on Scheduling Meetings.

Select the Appointment Start and End times

using the drop

down menus.

Define the Recurrence pattern in this

section.

Use this section to specify the start and end dates of the

recurrence.


8.3.5 Printing Your Appointment

To print your appointment:

When your appointment is open, click on the Print icon:

The Print dialog box will open:

Once you have made your selections click Print.

8.4 MODIFYING AN EXISTING APPOINTMENT

8.4.1 Modifying an Appointment

To modify an existing appointment:

Within the Calendar double click on the appointment to open it.


Select Save and Close.

8.4.2 Cancelling an Appointment

To cancel an appointment:

Within the Calendar double click on the appointment to open it.

Click on the Delete icon:

Select the printer

here.

Specify the pages to be

printed here.

Specify the number

of copies here.

Click here to access the printer

preferences.


It will be removed from your Calendar.

8.4.3 Changing a Recurrence

To change a recurrence:

Within the Calendar double click on the appointment or meeting to open it.

When prompted to select This Occurrence or The Series select The Series.

Click on the Recurrence icon:

Make the relevant changes.

Click OK.


8.5 SCHEDULING A MEETING

Creating a meeting is similar to creating an appointment but you would usually invite other attendees to a meeting. To create a meeting:

Click on the New button on the Calendar toolbar:

OR


Select Appointment from the drop down menu, the following

dialog box will appear:


Enter the meeting details as required. For further information refer to section 8.3.

To invite attendees to your meeting:

Click on the Invite Attendees buttons:

Additional fields will appear at the top of your appointment screen – Required, Optional and Resources:

Click either Required or Optional depending on the status of your attendees. The Address Book will open and look similar to the following.


In the search field at the top of the Address Book enter the name or part of the name of your first attendee and click on the Search icon:

A list of matching names will appear.

Highlight the name of the attendee and click Required or Optional as appropriate:

Enter the

attendee’s name

Click on the Search

icon

Tip: You can type the name in any format: [surname, forename];

[forename, surname]. If you only type the surname or the forename then it will bring up a list of people with matching surnames/forenames


Repeat the process until you have entered the name(s) of all

attendees.

Click OK.

You can use the Scheduling Assistant to check the schedule of your potential attendees to ensure that they are available for you allocated timeslot, if they are not available you can easily reschedule the meeting within the Scheduling Assistant screen. To view the Scheduling Assistant:

From within the Meeting screen click on the Scheduling Assistant tab:

The Scheduling Assistant will open displaying the availability information of all attendees:

Highlight the name of the

attendee

The attendee’s scheduling information is displayed here

Click Required or Optional as appropriate

Tip: If the name cannot be found in the address book then the text “No items found” will be displayed in the dialog box. In this situation you should check the spelling and try again. You could also try searching under a different field e.g. first name only.

Click on the Scheduling

Assistant tab


To reschedule the meeting from within the Scheduling Assistant:

Change the Start and End date and times as appropriate and

the Scheduling Assistant will update to display attendee and room availability for the new times:

Once you have selected a suitable meeting time:

Click Send. A meeting request is sent to each attendee and

they have the option to accept, decline or tentatively accept your invitation – the response will be sent to you. Your Calendar and their Calendar(s) are updated accordingly.

The proposed meeting time is between

the green and red vertical lines.

OWA automatically generates suggested timeslots depending on attendee availability

If one of the attendees is busy or out of the office then a blue or purple bar will be displayed next to

their name.

Meeting room availability can

be viewed here

Change the Start and End dates and times as required


8.6 MODIFYING AN EXISTING MEETING

8.6.1 Rescheduling a Meeting

To reschedule an existing meeting:

Within the Calendar double click on the meeting to

open it.

Change the Start and End times as required

remembering to check the attendee’s schedules. Refer to section 8.5 for further information.

Once all the relevant changes have been made select Send Update. An update will be sent to all attendees.

8.6.2 Cancelling a Meeting

To cancel a meeting:

Within the Calendar double click on the meeting to open it.

Click on the Cancel Meeting icon:

You will be prompted to send a cancellation message to the other attendees.

Click Send. The attendees will be automatically notified

and the meeting will be deleted from all attendees’ Calendars.

8.6.3 Changing a Recurrence

For details of how to change a recurrence refer to section 8.4.3 Remember to click on the Send an Update button to update all attendees.


8.7 RECEIVING A MEETING REQUEST If you receive a meeting request from another person you can accept, decline or tentatively accept the meeting. You can also forward the

request to another user. The meeting request will appear in your inbox represented by the following icon:

Double click on the message to open it. A screen similar to

the following will appear:

Click on the relevant button to perform one of the following

actions:

Accept the meeting and add it to your calendar. The meeting organiser is sent a response.

Tentatively accept the meeting. The

meeting is added to your calendar as a tentative appointment. The meeting organiser is sent a response.

Decline the meeting. Nothing is added to your calendar.


Check your Calendar for that particular day to ensure that you are available.

Reply to the sender without accepting or declining the meeting.

Reply to all invitees without accepting or declining the meeting.

Forward the meeting request to another person. Use the address book to find the recipient’s address. For further information refer to section 3.2.

Flag the meeting request for follow up, setting dates and reminders as required

Apply a category to the meeting request. For further information on Categories refer to section 4.9.

View the message details of the meeting request.

Print the meeting request.

Delete the meeting request.

Move or copy the meeting request to a folder

Go to previous item in mailbox.

Go to next item in mailbox.


8.8 CALENDAR REMINDERS

Within Outlook you can set reminders on your appointments and meetings. You can specify the amount of time before the meeting that

the reminder message will appear.

8.8.1 Activating Your Reminders Option

To ensure your Reminders are activated:

On the Outlook Web Access Bar select Options.

From the Options Navigation Pane select Calendar Options:

Scroll down to Reminder Options:


Ensure that the Show reminder alerts box is checked.

Click Save.

8.8.2 Setting a Reminder to Snooze

When you receive a reminder you may wish to set it to snooze so you can receive another reminder later. To set a reminder to snooze:

Select a time period from the “Click snooze to be reminded again in:” drop down menu.

Click Snooze. You will be reminded again at the specified time.

8.8.3 Dismissing a Reminder

You may wish to dismiss a reminder, which closes the Reminder dialog box and cancels all future reminders. To dismiss a reminder:

When the reminder appears, click Dismiss.


9.0 YOUR TASKS The Task feature within Outlook can be utilised as a valuable organisational and time management tool. It can be used to assign Tasks to colleagues or to keep track of your personal responsibilities. Reminders can be set so deadlines are met and you can attach files to Tasks so work can easily be shared. The Tasks folder will assist you in managing your work.

9.1 TASKS BASICS

9.1.1 Opening Your Tasks

To open your Tasks:

Click Tasks on the Navigation Pane.

The Tasks will open and look similar to the following:

The Tasks Outlook Web Access Bar.

The Tasks

Toolbar.

The Task Navigation

Pane.

Your Task list is displayed in this

section.

Search for a

Task


9.1.2 The Tasks Toolbar

9.1.3 The Task Navigation Pane

The Task Navigation Pane is visible when you are in Tasks:

9.2 VIEWING YOUR TASKS

You can change the way you view your list of Tasks. The options

available to you are:

All – This displays the subject and due date for all your tasks including those which are marked as complete.

New Task Show/hide

Reading Pane

Delete

Task

Check for

new tasks

Search for

a Task

Edit highlighted Task

Help

Mark Task as

Complete

Reply to a Task that has been assigned to you from another user

Forward/assign a Task to another User

Use this section to navigate between the OWA components

Create new Task lists or navigate between Task lists here

Use this section to change the way you view your

Tasks


Active – Displays all Tasks that have not yet been completed.

Overdue – Displays all tasks which are incomplete and past their due dates.

Complete – Lists all tasks marked as complete. 9.3 CREATING A TASK

To create a new Task:

Click on the New button on the Task Toolbar:

OR


Select Task from the drop down menu, the following dialog box

will appear:

Enter a subject for the task.

Enter the Due Date and Start Date using the drop down lists of

dates.

Enter the Status and Priority.


If you wish to receive a reminder tick the Reminder checkbox

and select a timescale from the list. For further information on Reminders refer to section 8.8.

Attach a file if required. You attach a file to a Task the same

way you would attach a file to a Calendar item, refer to section 8.3.1 for further information.

Set the Recurrence if necessary. You set the recurrence the

same as you would for an appointment, for further information refer to section 8.3.3.

Assign a Category if required. For further information on categories refer to section 4.9.

Once you have entered all the information click Save and Close:

9.4 MODIFY AN EXISTING TASK

To modify an existing Task:

Double click on the Task to open it.


Select Save and Close.

9.5 MARKING A TASK AS COMPLETE

To mark a Task as complete:

Click on the Checkbox to the left of the Task Name icon:

OR

Double click on the Task to open it.

Select Completed from the Status drop down menu.


Click here to mark a task as complete.


9.6 TASK REMINDERS

Within Outlook you can set reminders on your tasks. You can specify the amount of time before the task due date that the reminder message will appear.

9.6.1 Activating Your Reminders Option

To ensure your Reminders are activated:

On the Outlook Web Access Bar select Options.

From the Options Navigation Pane select Calendar Options:

Scroll down to Reminder Options:


Ensure that the Show reminder alerts box is checked.

Click Save.

9.6.2 Setting a Reminder to Snooze

When you receive a reminder you may wish to set it to snooze so you can receive another reminder later. To set a reminder

to snooze:

Select a time period from the “Click snooze to be reminded again in:” drop down menu.

Click Snooze. You will be reminded again at the

specified time.

9.6.3 Dismissing a Reminder

You may wish to dismiss a reminder, which closes the

Reminder dialog box and cancels all future reminders. To dismiss a reminder:

When the reminder appears, click Dismiss.

9.7 DELETING A TASK

To delete a Task:

Select the Task you wish to delete.

Click on the Delete icon:


10.0 USING THE OUT OF OFFICE ASSISTANT When you are unable to check your email for a period of time you may want to set up an Out of Office reply. You can create separate Out of Office

messages for internal and external senders and set Out of Office replies to appear at particular times. Once the Out Of Office reply is switched on anyone who attempts to email you will receive an automated message created by you. The sender is then aware that you are away from your email.

To access the Out of Office Reply:

Select Options from the Outlook Web Access Bar.

From the Options Navigation Pane select Out of Office Assistant:

A screen similar to the following will appear:


To set the Out of Office Reply to reply to senders within the University:

Click on the radio button to the left of Send Out of Office auto-replies.

If you want the message to appear only at certain times select the checkbox to the left of "Send Out of Office auto-replies only during this time period:" and enter the Start and End times.

Type the message you want to reply to senders within the

University.

Use the formatting options to format the message.

Click Save.

To set the Out of Office Reply to senders out with the University:

Put a tick in the checkbox to the left of Send Out of Office auto-replies to External Senders.

Best Practices Tip: The standard University font is Arial 12pt. We

recommend you always use this font.

To switch on the Out of Office Reply click on this radio button

If you want the message to appear at certain times click the checkbox and enter the start and end times here

Enter your message here

Enter the formatting options here

Note: This option will only be available if you have created an Out

of Office Reply for senders within the University.

Click on the Save button to

save your changes


If you want to limit your Out of Office Reply to your Contacts

then click the radio button to the left of “Send Out of Office auto-replies only to senders in my Contacts list”.

Alternatively if you want to send your Out of Office Reply to all external senders then click the radio button to the left of “Send Out of Office auto-replies to anyone outside my organization”.

Type the message you want to reply to external senders.

Use the formatting options to format the message.

Click Save.

To switch off the Out of Office Reply:

Click on the radio button to the left of "Do not send Out of Office auto-replies".

Click Save:


Enter your message here Enter the

formatting options here

Put a tick in the checkbox to the left of "Send Out of Office auto-replies to

External Senders" Select whether you want the message to go to all external senders or limit it to your Contacts

Click on the Save button to

save your changes


11.0 RULES You can set up rules to automatically perform certain actions on incoming messages. For example you can delete messages coming in from certain senders or automatically forward messages to another email account.

11.1 CREATING A NEW RULE

To access the Rules:

Select Options from the Outlook Web Access Bar.

From the Options Navigation Pane select Rules:


Click on the radio button to the left of "Do not send

Out of Office auto-replies"

Click Save


To create a new rule:

Click New Rule. A drop down menu will appear:

Select your required action from the list and follow the instructions provided by the Rules Wizard:

Move messages from someone to a folder:


In the Rule Description section click people or distribution lists and use the Address Book to select the required sender.

In the Rule Description section click specified and select

the relevant folder from your folder list.

Enter Exceptions as required.

Name the Rule.

Click Save.

Move messages with specific words in the subject to a folder:

In the Rule Description section click specific words and add words or phrases as required and click OK.




Name the Rule.

Click Save.


Move messages sent to a distribution list to a folder:

In the Rule Description section click people or distribution lists and use the Address Book to select the

required recipient(s).




Name the Rule and click Save.

Delete messages that have specific words in the subject:

In the Rule Description section click specific words and add words or phrases as required and click OK.


Name the Rule.

Click Save.


Create a new rule for arriving messages:

In the "After the message arrives" section select the

relevant condition entering information in the Rule Description section as required.

In the Do the following section select the relevant action

entering information in the Rule Description section as required.


Name the Rule.

Click Save.

Once you have completed all the stages above and are ready to save your Rule click Save and Close.

11.2 CHANGING AN EXISTING RULE

To change an existing rule:

From within the Rules screen highlight the rule you wish to

change.

Select Change Rule:

Make the changes as required.

Click Save.

Highlight the

rule

Select Change

Rule


OR

Double click on the rule you wish to change.

Make the changes as required.

Click Save.

11.3 REORDERING YOUR RULES

Exchange 2007 processes the rules in the order that they are listed. Use the arrow buttons to change the priority of the rules:

11.4 DELETING A RULE

To delete a rule:

From within the Rules screen highlight the rule you wish to delete.

Select Delete:

When asked if you want to permanently delete the selected item click OK.

Your rule will be deleted.

Highlight the rule you wish

to delete

Select Delete


12.0 EMAIL ACCOUNT MANAGEMENT Each staff member within the University is allocated 1GB of storage space within their email accounts.

When your mailbox reaches nears its size limit you will be sent an automatic warning message by the system. If you ignore this warning, at 1GB you will no longer be able send messages (you will still receive all incoming

mail). It is therefore advisable to maintain your email account by: 1. Regularly checking the size of your email account. 2. Deleting messages that you no longer need (including your

sent items). 3. Regularly emptying your deleted items folder. 4. Dealing with junk emails and blocking senders.

12.1 CHECKING THE SIZE OF YOUR EMAIL ACCOUNT

To check the size of your email account:

In the Navigation Pane hover the cursor over your mailbox name. Your current mailbox size will appear as a drop down

box:

12.2 EMPTYING YOUR DELETED ITEMS FOLDER

When you delete items they are moved to the deleted items folder. You need to empty the deleted items folder to permanently remove them from your mailbox. To empty the deleted items folder within OWA:

On the Navigation Pane right click on the Deleted Items folder.

Select Empty Deleted Items:



Click OK. The deleted items folder will be emptied.

You can also set your mailbox to empty the Deleted Items folder when you log off:

From the Outlook Web Access bar click Options.

From the Options Navigation Pane select Deleted Items:

Check the box to the left of Empty the Deleted Items folder on logoff:


Click Save.

12.3 RECOVERING DELETED ITEMS

Within Outlook, all items deleted from your deleted items folder are retained within the system for 14 days. Therefore, if you empty your deleted items folder but wish to retrieve any of the messages or other items, it is possible to do so providing it is within 14 days.

To recover deleted items within OWA:


From the Options Navigation Pane select Deleted Items:

In the Recover Deleted Items section you will see a list of messages deleted from the Deleted Items folder:

Select the message(s) you wish to recover.

Tip: To select multiple non-adjacent items hold down the ctrl key whilst selecting the messages. To select multiple adjacent messages hold down the shift key whilst selecting the first and last message in the range.


Click Recover to Deleted Items. The message(s) will be

moved back to the Deleted Items folder where you can move them to another folder as required.

12.4 DEALING WITH JUNK EMAILS

If you regularly receive unwanted or unsolicited email messages you may wish to use the Junk E-mail Prevention facility. Within Outlook Web Access you can set up lists of Safe Senders, Safe Recipients and Blocked Senders: Safe Senders: Senders who you want to receive messages from. Blocked Senders: People and domains that you don’t want to

receive messages from. Safe Recipients: Mailing lists that you are a member of and wish to

receive emails addressed to.

To access the Junk Email options:


From the Options Navigation Pane select Junk Email:

The Junk Email screen will appear:

Warning: If you delete items from within the Recover Deleted Items

screen there is no way to retrieve them.


Ensure the radio button to the left of "Automatically filter junk e-mail" is selected.

To add an email address to a list:

Go to the list that you wish to add to. If the list needs to be expanded click on the chevrons to the left of the list name:

Click Add.

Enter the email address or domain in the space provided.

Press the Enter key on your keyboard.

Once all the addresses have been added click Save.

To modify an email address within a list:

Go to the list that you wish to modify. If the list needs to be

expanded click on the chevrons to the left of the list name:

Tip: Within the Safe Senders section, you can include your Contacts as safe senders by clicking on the checkbox next to Also trust e-mail

from my Contacts.


Highlight the address to be modified.

Click Edit.

Update the entry as required.

Press the Enter key.

Once all the addresses have been modified as required click Save.

To remove an email address from a list:

Go to the list that you wish to modify. If the list needs to be expanded click on the chevrons to the left of the list name:

Highlight the address to be removed.

Click Remove.

Once all the addresses have been removed as required click Save.

Any messages identified as junk are moved to the Junk Email folder

which can be found on the folder list on the email Navigation Pane:

To empty the junk email folder:

Right click on the folder name, Junk E-Mail.

Select Empty Junk E-mail.

Junk email folder

Note: Edinburgh Napier University uses an automated email protection system to

scan incoming email messages for viruses. You can find out more by visiting the Virus Protection and Downloads section of the C&IT Services Staff Intranet pages.


13.0 LOGGING OUT OF OWA You must remember to log out of your email account to prevent other users from accessing your mail and potentially abusing your account. To log out of your OWA email account:

Click on the Log Off icon which can be found on the Outlook Web

Access Bar:


14.0 GETTING HELP

14.1 GETTING HELP WITHIN OUTLOOK WEB ACCESS

You can get help anywhere within OWA by clicking on the Help icon:


When you open Help: The right hand pane contains location specific information. For

example when you are in the Inbox and click on Help, information specific to the Inbox will be displayed. Similarly if you are creating a

Function specific help information is displayed within the right hand

pane.

A full list of Help topics is displayed

within the left hand pane.

Click here to close

the Help window.


new message or are in your Contacts folder then help specific to these functions will appear.

The left hand pane contains the full list of topics covered by

Outlook Web Access Help. To expand a topic click on the plus sign to the left of the topic and then click on the item which you are interested in learning about. The information will then be displayed in the right hand pane.

14.2 ADDITIONAL HELP AND INFORMATION

If you have any problems logging in or using Outlook Web Access, please contact the C&IT Support Desk by email or by telephoning

ext. 3000. For more User Guides and Hints & Tips on OWA and Outlook in general please visit the Email section of the C&IT Services Staff Intranet pages.